Virginia Department of Transportation. Post Construction Manual (Imperial & Metric)

Transcription

1 Virginia Department of Transportation Post Construction Manual (Imperial & Metric) Prepared in the Office of the State Construction Engineer Revised and Reissued May May 2011 Eliminate Form C-26 & Revise level of Accuracy to 0.01 for all quantity items at Direction of VDOT Construction Engineer Mark Cacamis

2 Table of Contents Introduction... 3 Guidelines for the Review, Preparation, and Submittal of Final Estimates... 3 Pre Project Acceptance... 3 After Final Project Acceptance... 5 Primary Procedures of the Project Inspector... 5 Primary Procedures of the Construction Manager... 6 Primary Procedures of the Area Construction Engineer... 6 District Contract Manager Review and Estimate Preparation Procedures... 8 Scheduling and Contract Division Distribution to the Fiscal Division Distribution to the Federal Highway Administration Distribution to Central File..../17 APPENDIX A - Pre Project Acceptance - Construction Activities that will Facilitate Finals Acceptance APPENDIX B Procedures for Checking Individual Pay Items APPENDIX C District Section Review Steps Procedures For The review and Preparation of Bridge Finals by the District Structures and Bridge Office District Materials Engineer Review Procedures District Traffic Engineer Procedures For Recordkeeping Materials Division Central Office Personnel Internal Audit Division List of Accuracy Required on Contract Items / Revisions

3 Introduction Guidelines for the Review, Preparation, and Submittal of Final Estimates The review and preparation of the project Final Estimate requires the coordinated effort of the Location Design, Scheduling and Contract, Fiscal, Internal Audit, Structure and Bridge, and Materials Divisions. However, it is the responsibility of the District Administrator to utilize the District Design Units and Contract Administration Office in completing, processing, and submittal of the Final Estimate. This responsibility was assigned to the District Administrators 2 in a joint memorandum (dated May 7, 1964) by the Director of Engineering and the Director of Operations. The objective in preparing a Final Estimate is to determine that the records present a factual representation of the work performed by the contractor on a project. It is necessary to determine that all work was performed and paid for in accordance with the plans and specifications (including authorized changes), and that all required documentation of records is available and included in the Final Estimate package. It is the intent of these guidelines to establish uniformity in the review and preparation of each Final Estimate. As in every operation of this nature, there exists some variation in District operational procedures; however, these differences should not vary from the basic principle and flow as presented herein. In certain instances, the nature of the project (complexity, size, or unusually large number of items included in the contract) will require some deviation from regular procedure in order to meet the date for final payment. Such deviations should occur only when the District Administration determines procedures outlined herein will cause an untimely delay, and then they must be evaluated to assure that the validity of the Final Estimate will not be jeopardized. Any deviation from prescribed procedures must be documented and included in the project files. Pre Project Acceptance Time is always a critical factor in the preparation, review, and submittal of the Final Estimate as final payment is due within ninety (90) days after project acceptance from the contractor. It is essential that every effort is made to complete as much final accounting of completed contract items as possible prior to VDOT s acceptance of the project. 2 Formerly District Engineers 3

4 Post Construction Flow Chart Semifinal Estimate Final Acceptance by ACE ACE Prepares C-5 and Acceptance Letter Inspector Completes Books CM Reviews and Signs Books 10 days ACE Reviews and Signs Books DCM Receives Books and Sends to Finals Consultant 2 days Finals Consultant Reviews Books 55 days ACE Area Construction Engineer CM Construction Manager DCM District Contract Manager S&C Scheduling & Contracts DCM Sends Materials Books to Materials Section DCM Runs Final Estimate DCM Sends Final to Central Office S&C Division S&C Division Sends Data to Fiscal Division for Payment or Billing Materials Section Reviews and Signs S&C Division Distributes to Central File 10 days 10 days 3 days Fiscal Division Prepares Payment or Bill and Sends to Contractor 4

5 After Final Project Acceptance The Area Construction Engineer has the responsibility for the assembly, field review, verification and submission of all required project records (as listed in these guidelines) including additional information necessary for the proper computation or documentation of quantities. This submission should be made as soon as possible after project acceptance; however the District Administrator shall establish the due dates for the District. Only with rare exception should the given time limit exceed ten (10) days after project acceptance. Area Construction Office Project Personnel Primary Procedures of the Project Inspector (1) Complete all books and reports maintained during construction. (as outlined in the Construction Manual) (2) Make an inspection of the completed project. (3) Prepare a letter listing the items that were accepted by visual inspection. (4) Complete the semi-final estimate. (5) Prepare a letter concerning the fulfillment of all Right of Way Agreements. (6) Prepare Contractor Performance Evaluation (form C-36) Interim and initiate C-36 for completion by the Area Construction Engineer. Prepare C-36 s for all subs that have not been previously prepared. 3 (7) Initiate the preparation of form C-5. (8) Prepare form M-20. Form M-20 is not required on projects not having pavement or surface course. (9) Certify Books; (10) Prepare Reasons For Differences (11) Obtain signed disposal and borrow pit releases from the Contractor. 3 Note that the form and process for Form C-36 is currently being revised to an electronic submission. This should be in effect August

6 All project books and records are to be delivered to the Construction Manager or to the Area Construction Engineer if no Construction Manager is assigned. Primary Procedures of the Construction Manager 1. Review all project books and records for completeness; 2. Sign and date all project books; 3. Review semi-final estimate for completeness and accuracy; 4. Verify all asphalt adjustments 5. Verify form M-20 if applicable. All project books and records are to be delivered to the Area Construction Engineer. Primary Procedures of the Area Construction Engineer 1. Make final inspection of the completed project. Be sure to include the District Structures & Bridge Engineer in the final inspection and acceptance of all structures. 2. Complete Form C-5 (reporting completion of project). Form C-5 must be sent to the District office the day or no later than the day after the project is accepted. 3. Prepare a letter to the Contractor informing them of the acceptance of the project, addressing DBE goals / requirements within five (5) days of acceptance. 4. Prepare a letter to the Contractor requesting a letter certifying that materials, labor, equipment and supplies have been paid on unbonded projects, form C- 50 and Certification of Compliance on use of domestic material (as applicable) 5. Complete Interim Contractor Performance Evaluation (Form C-36) as each subcontractor completes their work, not just at the end. 6. Verify Form M-20 (Pavement Management Information), if applicable. 7. Complete and distribute Form LD-433. (Design Quality Index Evaluation Form) 6

7 8. Check the Materials Notebook to verify the status of any outstanding test reports. For projects more than six (6) months in duration, a periodic review of the Materials Notebook by the Area Construction Engineer at least every three (3) months should be performed. The A.C.E. should request all test documentation for any outstanding items found during the periodic review. The A.C.E. should sign and date the Materials Notebook at the time of the review. 9. Review and approve semi-final voucher and any other data needed to complete the paper and / or book work within 10 days of project acceptance. 10. Submit the following data to the office of the District Administrator within ten (10) days of final acceptance. This submission should be made as soon as possible after project acceptance; however the District Administrator shall establish the due dates for the District. Only with rare exception should the given time limit exceed ten (10) days after project acceptance. (1) All project books (diaries, workbooks, as-built roadway plans, materials books, the Inspector s (marked) bridge plans, and general notes book, and all electronic files); (2) Letter from the Contractor certifying that materials, labor, equipment and supplies have been paid on un-bonded contracts; (3) Letter from the Area Construction Engineer certifying all payrolls are up to date and on file in the Residency Office; (4) Forms C-5, M-20, and C-36; (5) Form C-50 4 is required for federal aid projects that are on the National Highway System (NHS), except projects for which the total final construction cost of the roadway and bridge is less than $1,000, or projects consisting primarily of (1) the installation of protective devices at railroad grade crossings, or (2) highway beautification. Form C-29 (Contractor s Certifications of Wage Rates and Job Classifications; Form C-29 is only required on federal aid projects which include Form FHWA (6) All other necessary supporting data, such as Form TL102A s, weigh tickets, and invoices to substantiate pay quantities; (7) Form FD-55 is no longer required by the Fiscal Division to close out the project. 5 (8) Reasons for Differences or Awarded vs. Actual Quantities is required by the FHWA. (9) A letter advising if a final survey is warranted and required. All other project records are retained by the Area Construction Office. 4 The FHWA form 47 (formerly know as a PR-47 ) and aka VDOT C-50, Statement of Materials & Labor used by Contractors on Highway Construction involving Federal Funds, has been discontinued (at least by FHWA) as of May 22, Biannual Meeting Handout Hampton Roads 10/24/00 7

8 District Contract Manager Office District Contract Manager Review and Estimate Preparation Procedures The District Contract Manager shall be assigned the direct responsibility for the preparation of a final estimate. This individual and subordinates or consultant reviewer shall review the construction plans, including all revisions, contract documents, special provisions, supplemental specifications, work orders, FHWA inspection reports, Material Division depth checks, and non-compliance of material reports, and any correspondence or other reports affecting payment for work and materials on the project. Particular note shall be made of the edition of specifications and standards governing project construction. The District Contract Manager shall be responsible for the necessary operations in the final review and estimate preparation process. Among the more significant are: 1. Review diaries for content and sufficiency of records as outlined in Appendix C of the Construction Manual. (CM) 2. Check the transfer of all items from diaries and/or As-built plans against the summaries or daily record of quantities. Check the totals of all summarized items. 3. Verify that documents of items paid for on a tonnage (metric ton) basis are in compliance with current procedures outlined in the CM-Appendix C and the Manual of Instruction Materials Division, Chapter VIII, (MOI-MD, Ch. VIII). 4. Check the depth measurement reports of pavement elements for compliance with specified tolerances. Verify deductions and adjustments in accordance with the Road and Bridge Specifications, Section 300, and CM-Division III. Reports for non-compliance should be completed within two weeks of project acceptance. 5. Check reports for non-compliance of materials and then compute price adjustments for non-compliance in accordance with the Road and Bridge Specifications, MOI-MD,MD, Chapter II, and contract special provisions. 6. Verify that the Materials Section has checked all material notebooks for evidence of sufficient test quantities to cover all materials being shown for payment to the Contractor. Reference material covering this topic can be found in the following: MOI-MD, Road and Bridge Specifications, and the Construction Manual. 7. Check all notebooks and records for certification by the Inspector, Construction Manager, and the Area Construction Engineer, as required by the CM-Appendix C, and MOI-MD, Chapter VIII. 8

9 8. Check weigh sheets, Form C-79, (Summary of Time, Theoretical and Other Measurements), diaries and As-built plans (as applicable) for signatures in compliance with the CM-Appendix C, MOI-MD, Chapter VIII. 9. Prepare a draft of the final estimate. 10. Prepare the tabulation of final versus contract quantities, including work orders and revisions, and reasons for differences between the two. 11. Assemble all data and supporting documents relative to the results shown on the final estimate voucher for an independent review and check. 12. Verify quantities of work performed by State Forces and make certain that items are clearly separated from those performed by the Contractor. Upon completion of the final estimate, the Contractor is to be notified that the Draft Final Estimate is available for review during the ten (10) day period specified in the Road and Bridge Specifications, Section 109. A copy of this notification should be forwarded to the Area Construction Engineer. After review of the Final Estimate by the Contractor or upon notification of intent not to review, the final estimate will be signed by the District Administrator or his representative and forwarded to the Central Office Scheduling & Contracts Division. The retention and disposition of construction files have been reviewed with Department personnel and the Federal Highway Administration. It has been concluded that it is in the Department s best interest to retain project records for three (3) years following payment of the final voucher by the FHWA. After the three year retention period records may be disposed of in accordance with the Records Retention and Disposition Schedule 101, Administrative Records for all State Agencies through their District Records Retention Designee. (Fiscal Division sends out a list of projects that have been vouchered by the FHWA). Any projects having litigation shall be retained for five (5) years from the date of reconciliation. Based on the requirements of the comptroller and the regulations of the Federal Highway Administration, there are two (2) exceptions which are listed below. 1. Records required for pending, on-going or unresolved litigation, audits, or claims. These records must be retained until completion, resolution or settlement. 2. Toll facilities and revenue bond records must be retained for three (3) years subsequent to the date when the facility becomes operational on a toll free basis. 9

10 District Contract Manager Review and Preparation Procedures The District Contract Manager is normally assigned the responsibility of performing the following functions relating to the flow of the Final Estimate within the District Office. 1. Construction and Maintenance Contracts and Schedules a. Verify pay quantities are correct b. Verify that any manually computed asphalt pay adjustment worksheets are complete and correct. c. Verify that any adjustments in payment for rideability, material pay adjustments, incentive / disincentive, etc. are documented, computed correctly and included in the final estimate. Support documentation should be submitted to the Scheduling & Contract Division along with the Final Estimate d. Prepare the final estimate and review it with the contractor. 2. Prepare Final Assembly to Transmit to Central Office Scheduling & Contract Division: a. 6 One copy of the C-5 with the starting date and one (1) copy with the starting and ending dates. b. Copies of all work orders c. Materials certification on Form TL-131 or TL is received from the District Materials Engineer and included in the finals package forwarded to the Scheduling and Contract Division s Contract Section for subsequent distribution to the FHWA. d. Include two (2) copies of the Reasons for Differences Summary. (Two (2) additional copies for each additional Federal Aid project number.) Note: Projects with Federal Oversight e. For contracts that are not covered by a payment bond, one (1) copy of the contractor s letter of certification regarding payment of bills, is required. f. Include a letter from the Area Construction Engineer certifying that payrolls are up to date and are on file in the Area Construction Office. (One (1) copy for all Federal Aid Projects) g. Prepare copies of the final estimate and present the entire final assembly to the District Administrator or his representative for review and signature. h. Copy of Letter from Area Construction Engineer accepting the project. i. Copies of all adjustments on the project including asphalt, rideability, incentives/disincentives, etc. 6 Form C-26 eliminated May

11 With respect to the Final Estimate, one copy of the Site Manager Detail / Summary to Contractor and one copy of the Estimate Summary (which shows change orders, liquidated damages and contract adjustment history) should be forwarded to the Scheduling and Contract Division with the Final Estimate Package. A cover letter should accompany the Final Estimate Package to the Scheduling and Contract Division identifying exactly what items are submitted as well as what items have been submitted directly to the FHWA. A standard cover letter indicating that items were submitted as applicable is not acceptable. Before submitting the Final Estimate Package for contracts containing asphalt price adjustment, the District Contract Manager should check the asphalt adjustment worksheets for the following: The correct base price and current prices are used in the calculations. Make sure that the total asphalt quantity for which asphalt price adjustment is paid equals the total tonnage of asphalt concrete on the contract that was paid for and designated for asphalt price adjustment. One copy of the Smart Report (or equal) identifying all contract adjustments paid on a given contract grouped and subtotaled by category should accompany the final estimate package. 7 The above data is to be submitted to the Scheduling and Contract Engineer as soon as the final is completed, but not less than ten (10) days prior to the due date for vouchering of the final estimate. One copy of the final estimate and one (1) copy each of Form TL-131 or TL are to be sent to the State Materials Engineer. 8 If the final estimate will not be completed and submitted for receipt by the Scheduling and Contract Division within (80) days following project acceptance, the District Contract Manager (DCM) should advise the Contractor in writing of any data required from the Contractor that has not been received. If money will be due the Contractor, the DCM also advises that payment of the Final Estimate will be delayed pending receipt of the data and that payment of interest in accordance with Section of the Specifications will not apply. If money is due the Department, the Contractor is also advised that failure to furnish such data may result in the Contractor s removal from the list of qualified bidders. If data is not received within (15) days of this notification, the DCM should seek further guidance from the District Construction Engineer. Copies of letters to the Contractor are also forwarded to the Area Construction Engineer as well as the Contract Administration Engineer in the Scheduling and Contract Division. 7 Post Construction Manual was revised on 1/28/09 to add paragraphs 1-3, page 11 with specific references to Site Manager and Smart Reports and the Final Estimate Package. 8 The Post Construction Manual was revised on 11/13/07 to incorporate final payment details previously covered under CD

12 Upon receipt of the required documentation for the final estimate package as outlined on page 11, the DCM completes preparation of the final estimate assembly. In the event any pay quantity is not adequately covered by test report or certification, as applicable, payment for such quantity is to be withheld from the final estimate. Upon receipt of acceptable test or certification within (60) days from the final estimate date as established in accordance with Section of the Road and Bridge Specifications, payment is then to be made by Supplemental Final Estimate. The Supplemental Final Estimate should be completed and submitted to the Scheduling and Contract Division within (30) days of receipt of the data justifying payment. Depending on the status of the final estimate, the DCM proceeds as follows. A. Money due to the Department 1. The DCM transmits the final estimate assembly to the Scheduling and Contract Division. Note: Submission of the final estimate package is not to be delayed pending receipt of data from the Contractor. 2. If the submission of the final estimate assembly is late, the reason(s) for the delay is set forth in the transmittal letter and any delay attributable to the Contractor is identified. 3. Upon receipt of the delinquent data, the DCM submits the same to the Scheduling and Contract Division, if applicable. B. Money due Contractor and the Contractor Has Not Furnished All Required Data; 1. The DCM holds the final estimate at the District Office until all data is received from the Contractor. Exception: If missing data is invoices, material certifications or other documentation for quantities paid, the affected quantities are to be removed from the final estimate and the final estimate then forwarded to the Scheduling and Contract Division. Removed quantities may be paid later on a supplemental final estimate within (60) days from the final estimate date as specified in Section of the Specifications, once the required documentation is furnished. 2. Upon receipt of the delinquent data, transmit the final assembly to the Scheduling and Contract Division with explanation of cause of delay. C. Money due Contractor and Contractor Has Furnished All Required Data 1. Transmit the Final Assembly to the Scheduling and Contract Division 2. If the final assembly is late, state the reason(s) for the delay in the transmittal letter and identify any delay attributable to the Contractor. 12

13 Scheduling and Contract Division Central Office The complete final assembly is forwarded by the District Contract Manager to the Contract Administration Section of the Scheduling and Contract Division. A general review is made of the assembly in order to determine whether the final estimate is ready to be processed. As part of this general review, the Scheduling and Contract Office contract file folder is pulled and reviewed for any correspondence which would affect the processing of the final estimate. The Contract Administration Section of the Scheduling and Contract Division performs the following operations during the processing of the final estimate. 1. Review the transmittal letter and assembly to determine that all data as listed and required has been submitted. Insure that the Final Estimate has been signed by the District Administrator or his / her authorized representative Materials certification on Form TL-131 or TL is received from the District Contract Administration office and is forwarded to the FHWA. 3. Check to see that extensions of contract time are authorized by work order or shutdown. 4. Enter key dates and data such as Final Voucher Date and Date Final Assembly Sent to Fiscal Division into Site Manager. 5. Prepare letter of transmittal to the Fiscal Manager for signature of the Contract Administration Engineer. 6. Verify that support data is provided and calculations are correct for contract adjustments including but not limited to the following items: a) Asphalt Price Adjustment b) Rideability c) Materials pay adjustments d) Incentive / Disincentive e) Fuel adjustment 7. Prepare letter of transmittal to the Federal Highway Administration for signature of the Contract Administration Engineer. Note that no submission is required to the FHWA for state funded or federal-aid projects with VDOT oversight. 8. Determine if any Notices of Intent to File a Claim exist. Continue to maintain the Division contract file if there is a Notice of Intent to File a Claim or other outstanding issues. 9 Form C-26 Eliminated May

14 9. The Final Voucher Date for purposes of claim submission is set at twenty-eight (28) days after the finals package is distributed to the Fiscal Division. A certified mailing informing the Contractor of the Final Voucher Date for purposes of claim submission is signed by the Contract Administration Engineer and mailed promptly to the Contractor. 10. The Final data assembly for the Fiscal Manager is given to the Contract Administration Engineer for signature. 11. The Contract Administration Engineer reviews the assembly, and if found in order, signs the transmittal letter on behalf of the State Construction Engineer. The Contract Administration Engineer enters the Final Voucher date in Site Manager and approves the final voucher in Site Manager and subsequently in FMSII. 12. The Final Assembly is then distributed to the Fiscal Division. 14

15 Distribution to the Fiscal Division As part of the processing of the final estimate, the following items should be distributed to the Fiscal Division from the Contract Section of the Scheduling and Contract Division. 1. Original of the transmittal letter to the Fiscal Manager; 2. Original signed copy of the Final Estimate; The Estimate should be signed by the District Administrator as well as the State Construction Engineer. ( Or their authorized representatives) 3. One (1) copy of adjustment for non-compliance forms, asphalt price adjustment work sheets, and worksheets for any other manually computed contract adjustments; One (1) copy of the letter from the Contractor certifying that he has paid all bills for materials, labor and equipment for unbonded projects. 5. One (1) copy of the District Administrator s letter transmitting the final assembly to the Scheduling and Contract Division; 6. Letter from the Area Construction Engineer certifying that payrolls are up-todate and are in file in his office; (Federal Aid Projects only) 10 Form C-26 Eliminated May

16 Distribution to the Federal Highway Administration 1. Original of transmittal letter; Two (2) copies of Reasons For Differences Summary 12 ; (Only required on Federal Oversight Projects) 3. One (1) copy of the Final Estimate No submission is required to the Federal Highway Administration for state or federal aid projects with VDOT oversight. 11 Form C-26 Eliminated May Reasons For Differences Summary Formerly VDOT Form C-55 16

17 Distribution to Central File The following contract items shall be distributed to Central File by the Scheduling and Contract Division as part of the procedures in processing the final estimate. 1. One (1) copy of transmittal letter to Fiscal Manager; One (1) copy of transmittal letter to FHWA; (when applicable) 3. Original of transmittal letter from the District; 4. Form C-55; (when applicable) 5. One (1) copy of adjustment sheets for non-compliance; (when applicable) 6. Letter from Area Construction Engineer certifying payrolls are up-to-date and are on file in the office of the Area Construction Engineer; (Federal-Aid projects only) 13 Form C-26 Eliminated May

18 APPENDIX A - Pre Project Acceptance - Construction Activities that will Facilitate Finals Acceptance Time is always a critical factor in the preparation, review, and submittal of the Final Estimate because final payment is due within ninety (90) days after project acceptance from the contractor. It is essential that every effort be made to complete as much work as possible prior to VDOT s acceptance of the project. Consideration is to be given to the following: 1. Excavation: a. Payment on Plan Quantity Basis b. Upon receipt of Slope Stake Notebooks, the District Design Unit should check the Levels and Cross Section Notes for those locations to be covered by Final Cross Sections (i.e., entrances, channel changes, borrow pits, etc.) From there, the District Design Unit should plot and check sections and save the information for use when further data is available. It is noted that cross sections are usually taken today by the use of Digital Terrain Models. (DTM) c. Payment on Final Cross section Basis d. Upon receipt of the Slope Stake Notebooks, all centerline levels and cross section notes (in addition to those items outlined in A(1) above) should be checked. Plot and check cross sections when further data is available. When possible, Final Cross Sections are to be taken as work progresses and it shall be the responsibility of the of the Area Construction Engineer to assure that the field notes on all items are transmitted to the District Office for checking and incorporation into the Final Estimate. 2. Bridges and Culverts As-built plans are needed for all bridge projects and special design box culverts. The project inspector shall prepare as-built plans or other records as designated, showing the dimensions of the parts of the structure that were changed during construction. This generally consists of documenting structure excavation, pile lengths, footing depths, column lengths, and the actual weight of all reinforcing steel used. The dimensions which differ from the plans should be converted into quantities (decrease or increase) by the inspector. The District Structure and Bridge Office will prepare as-built plans from the information and as-built plans furnished by the inspector. When bridges and box culverts are completed prior to other items of contract work, data should be promptly forwarded to the District Structure and Bridge Office. Upon receipt of this data, the District Structures and Bridge Engineer should proceed 18

19 immediately to have items verified in accordance with current directives listed within these guidelines. 3. TL-102A s The project inspector and designated review team are responsible for ensuring that the TL-102A s represent information contained in the recorded delivery tickets. The TL- 102A s may be examined in connection with the performance of planned internal audits. The TL-102A is processed in the following manner: The TL-102A is distributed after the inspector has verified that it represents the material received on the project. The original copy and all other data is processed up to the finalization state and filed, since it will be the certified record of material delivered to the project. The TL-102A may be handwritten and delivered in person or electronically generated and ed for acceptance of materials being shipped. (MD / CD ) 4. Miscellaneous Bridges may be complete except for minor items of finish work not affecting the tabulation of final pay quantities. In these situations virtually all detail checking can be completed without having to be redone after contract acceptance. It will be the responsibility of the Area Construction Engineer to advise the District Administrator of any circumstance requiring accelerated operation. 19

20 APPENDIX B Procedures for Checking Individual Pay Items Procedures for determining the final pay quantity on projects with Regular Excavation are outlined in the following. 1. Determine whether regular excavation is to be paid by plan quantity or by cross section. 2. Check the grading summary in the plans for the total plan quantity. If a project is not to be paid on a plan quantity basis, then obtain the slope books and final level books. Check the computations and plot the cross sections. 3. Check the plans for revisions of the plan quantity (increase or decrease) items. a. Compute a revised plan quantity and obtain the total quantity of topsoil removed from fill areas; from excavation notes; Inspector s cross sections or road design cross sections. b. On Minimum or No Plan projects, extra excavation should be verified using either haul counts from the Inspectors records or actual computation of volumes from field measurements. c. Total the regular excavation summary. 4. Check computations on entrances, excavation below subgrade, drainage ditches and channels against the entries listed in the regular excavation (measured) summary. Total the quantity in the regular excavation (measured) summary. 5. Total the regular excavation summary quantity and the regular excavation (measured) quantity to obtain the total pay quantity. 6. Check the Inspector s regular excavation summary items against the Inspector s excavation notes. 7. Check the total pay quantity against the regular excavation quantity and change the actual quantity to the pay quantity if they are different. At the discretion of the Design Unit Supervisor, the cross sections (both slope stake and final) can be checked and plotted utilizing electronic data processes. Excavation quantities can also be obtained by this method for analysis by the final review unit. In the event that this data is to be obtained in this manner the procedures indicated in other sections of this manual are to be followed. 20

21 *Procedures for determining the final pay quantity on projects with Borrow Excavation are outlined in the following. 1. Check the levels and cross sections in the original and final level books on borrow pit cross sections. 2. Plot and check the original and final ground lines. ** 3. Check areas. ** 4. Compute and check the yardage or cubic meters. ** 5. Check for any disallowed fill on the borrow pit cross sections and mainline cross sections. 6. Check areas; Compute and check the yardage or cubic meters of all disallowed fill. 7. Subtract item (6) from item (4) to obtain the pay quantity on borrow excavation * Note that these procedures are not applicable on Minimum or No Plan projects. ** Also note that certain elements of these steps will be accomplished by means of Line Remote Tele-processing terminals. Procedures for determining the final pay quantities on projects with Box Culverts are outlined in the following. 1. Description should include the station, length, size, standard and degree of skew, height of cover, and type of wings. 2. Quantities for both concrete and steel are to be computed using the applicable values for box culverts as indicated in the contract designated edition of Standard Bridge Designs. 3. Note that when a box culvert structure is completed without the necessity of altering either the length, size, or number of reinforcing bars detailed on the plans, the Department will pay for the plan estimated quantity for reinforcing steel, provided the plan and shipping invoice quantities agree within plus or minus (1) percent. 4. In the event that an alteration was made in the structure which affected the quantity of reinforcing steel, or in the event that the plan and shipping invoice quantities do not agree within plus or minus one (1) per cent, payment must be made for the actual quantity used (as determined by the Project Inspector). (Total length of each size bar multiplied by its theoretical unit weight). The weight of the reinforcing steel used for lapping will not be allowed. 21

22 5. Computations should indicate any additional concrete and steel required in both the headwall and curtain wall due to the skew of the structure. 6. The transfer of quantities from the diary to the summary should be checked and all totals verified. Procedures for Pipe Culverts 1. Check the length of pipe, the size of pipe, the type of pipe, the number of joints and the length of each, and the number and type of endwalls. 2. The number of joints times the individual length should equal the total pay length of pipe. Payment for partial joints should be in accordance with the Construction Manual. 3. Check the amount of concrete used for endwalls against the standard quantities for diameter and type of pipe used. 4. Check the transfer of quantities from the diary to the summary and check the totals. 5. A Materials Technician should check the total quantity to ascertain that the total quantity used has been tested. 6. Note that in order to properly index and inspect the Department s many structures, all structures which are incorporated in a highway project and which exceed 36 square feet (3.3 square meters) in opening, shall be brought to the attention of the appropriate District Structures and Bridge Engineer in order that a structure number may be assigned or appropriate revision to the Structure Inventory System be made.(htris) This includes new structures, replacing, improving or otherwise altering an existing structure by the Structures and Bridge and / or the Location and Design Divisions Review Procedures on Work Orders (60 (1,500 mm) Pipe Used as Example) 1. Before making a final review of drainage items, review all work orders to ascertain that all work orders apply to drainage items. 2. Check the Inspector s alignment against the alignment notes under the corresponding station number 3. Check all notes in the diary against the applicable pipe summary. (separate summary shown for each work order) 22

23 4. Verify the total quantity by adding the items in pipe summary or the work order summary. 5. Check the total pay quantity from the pipe summary or the work order summary against the actual quantity listed in the Reasons for Differences and then indicate the actual quantity used to the total pay quantity, if different. 6. Upon completion of the Road Design Final of all items, a Materials Technician shall visit the Road Design Section at which time he is furnished with the final quantity from the pipe summary or work order summary for checking against the total quantity tested in the Materials Notebook. If the actual quantity used in the Materials Notebook is different, the Materials Technician shall indicate the actual quantity in agreement with the final quantity shown in the pipe summary or work order summary. Review Procedures for End Sections 1. Check the diary for all drainage items. Check the inspector s alignment sketch against the alignment notes under the corresponding station number. 2. Check the alignment notes in the diary against the end section summary. 3. Verify the total quantity by adding the end section summary. 4. Check the total pay quantity from the end section summary against the actual quantity in Reasons for Differences and change the actual quantity used to the total pay quantity, if they are different. 5. Upon completion of the Road Design Final Review, a Materials Technician shall visit the Road Design Section at which time he is furnished with the final pay quantity from the End Section Summary for checking against the total quantity tested in the Materials Notebook. If the actual quantity used in the Materials Notebook is different, the Materials Technician indicates the actual quantity used in the Materials Notebook in agreement with the final pay quantity in the End Section Summary. Review Procedures for Drop Inlets 1. Check the diary for all drainage items. 2. Check the inspector s alignment sketch against the alignment notes under the corresponding station number. 3. Check the alignment notes in the diary against the drop inlet summary. Compare the plan height to the actual height and apply payment adjustment as outlined in Section of the Specifications if necessary. 23

24 4. Verify the total quantity by adding the drop inlet summary. 5. Check the total pay quantity from the drop inlet summary against the actual quantity in Reasons For Differences 14 and change the actual quantity used to the total pay quantity, if they differ. Procedures for Curbing, Combination Curb & Gutter, Sidewalk, etc. 1. Notation should include the beginning and ending stations, description and the length or full dimensions as required. Examine the standards to determine if the dimensioning is adequate, and, if not, question the Inspector. These items are now usually designated as plan quantity items in which case detailed measurements would not be necessary. 2. Check the transfer of quantities from the diary to the summary and check the totals. Procedures for Linear Foot (Meter) Measured Items 1. Notation in the diary should include beginning and ending stations, and sufficient dimensions necessary for determining the actual length used. 2. Check the transfer of quantities from the diary to the summary and check totals. Procedures for Retaining Walls 1. Notations in the diary should include beginning and ending stations, type of wall, and sufficient dimensions for determining the actual volume of concrete or reinforcing steel used. Standard retaining walls (RW-2 & RW-3) are now plan quantity items. 2. Check the transfer of quantities from the diary to the summary and check the totals. Procedures for Steps 1. Notations in the diary should include the station, width and number. If standard, the pay quantities may be obtained from the tables in the Book of Standards. If not standard, the full dimensions must be given and computations shown for the concrete and reinforcing steel quantities. 2. Check the transfer of quantities from the diary to the summary and verify the totals. 14 Awarded Quantity vs. Final Quantity 24

25 Procedures for Fencing 1. Notation in the diary should include the beginning and ending stations, type, length, location and number of line and corner braces, and the number, type and size of gates. 2. Check the transfer of quantities from the diary to the summary against the workbook and verify the totals. 3. Check the summary total against the total shown in the Inspector s Reasons for Differences. It is noted that fencing is usually listed as a plan quantity item and as such detailed measurements would not be necessary. Procedures for Guardrail 1. Check the stations and the lengths shown for guardrail in alignment sketches and notes against the entries in the summary. 2. Check the summary total. 3. Check the summary total against the total shown in the Inspectors Reasons for Differences. 4. Check with the Materials Division to confirm that the quantities tested or certified lots equal or exceed the pay quantities. Procedures for Standard and Radial Curb 1. Check the stations and the lengths of curbing included in the alignment notes and sketches against the Inspector s summary. 2. Check the summary total. 3. Check the summary total against the total shown in the Inspector s Reasons for Differences. It is noted that this item is normally listed as a plan quantity item and as such detailed measurements would not be required. Procedures for Concrete Class A-4 (Class 30) Bridge Approach Slab 1. Review the roadway plans to determine which bridges have bridge approach slabs Concrete Class A-4 or Class 30. When the bridge approach slabs are on the bridge contract, bridge plans must be reviewed. 2. Check the alignment sketches in the diary against the applicable bridge approach plan sheet to determine if bridge approach slabs were built. 25

26 3. Check the bridge approach slab Concrete Class A-4 or Class 30 summary to determine if the Inspector certified that the subject bridge approach slabs were built according to the plans. 4. Using roadway plans, total the quantities shown on the bridge approach slab sheets, and check the bridge approach slab Concrete Class A-4 or Class 30 summary against the total quantity. 5. Check the total pay quantity from the Bridge Approach Slab Summary against the actual quantity in the Reasons for Differences in the summary sketchbook. 6. Upon completion of the Road Design Final Review of all items, a Materials Technician assigned to the audit of Materials Notebooks and final records shall visit the Road Design Section, at which time he is furnished the final quantities from the Bridge Approach Slab Summary (Concrete Class A-4 or Class 30 and reinforcing steel) for checking against the total quantity tested in the Materials Notebook. Procedures for Paved Ditch 1. Check the stations, length, type and depth shown in the alignment sketches and notes against the computation of square yards (square meters) and their entry in the summary. 2. If the Inspector indicates ( by note) that the field measurements show that the paved ditch dimensions are in accord with those shown in the standard, it will be satisfactory to determine the square yards ( square meters) of surface area by utilizing values found in the Road Design and Standards. 3. Check the summary total. 4. Check the summary total against the total shown in the Inspector s Reasons for Differences. It is noted that this item is normally listed as a plan quantity item and as such detailed measurements would not be required. Review Procedures for Allaying Dust 1. Check the diary entries against the daily entries on Form C Verify the total quantity. 3. Check the total pay quantity on Form C-79 against the actual quantity in Reasons for Differences and change the actual quantity used to the total pay quantity if they differ. 26

27 Review Procedures for Liquid Asphalt Material 1. Verify by adding the total quantity in the Liquid Asphalt Material Summary. 2. Add net gallons (already adjusted to 60ºF (15ºC) on the invoice) to obtain the total quantity shipped. 3. Verify that the total quantity shipped as shown on the invoices equals or exceeds the total quantity shown in the Liquid Asphalt Material Summary. 4. Check the total quantity from the liquid Asphalt Material Summary against the actual quantity in the Reasons for Differences and change the actual quantity used to the total pay quantity, if they differ. 5. Upon completion of the Road Design Final Review of all items, the Materials Technician assigned to audit Materials Notebooks and final records shall visit the Road Design Section, at which time he will be furnished with the final quantity from the Liquid Asphalt Material Summary for checking against the total quantity tested in the Materials Notebook. If the actual quantity used in the Materials Notebook is different, the Materials Technician shows the actual quantity used in the Materials Notebook in agreement with the final quantity in the Liquid Asphalt Material Summary. Review Procedures for Asphalt Concrete Courses 1. Check the total quantity TL-102A. 2. Check the deductions that are required because they are outside allowable tolerances and check the transfer of deductions against the Summary (where applicable). 3. Check the total pay quantity from the Asphalt Concrete Summary against the actual quantity in Reasons for Differences and change the actual quantity used to the total pay quantity if they differ. 4. Upon completion of the Road Design Final Review of all items, the Materials Technician assigned to audit Materials Notebooks and final records shall visit the Road Design Section, at which time he will be furnished with the final quantity from the Asphalt Concrete Summary (prior to application of over-depth quantity deduction) for checking against the total quantity tested in the Materials Notebook. If the actual quantity used in the Materials Notebook is different, the Materials Technician should show the actual quantity used in the Materials Notebook in agreement with the final quantity in the Asphalt Concrete Summary. 27

28 Procedures for Crusher Run Aggregate 1. Check the total quantity of tickets against TL-102A. 2. Check the summary total. 3. Check the summary total shown in the Inspector s Reasons for Differences. 4. Check the Materials Division to confirm that the quantities tested equal or exceed pay quantities. Review Procedures for Sub-Base Course and Aggregate Base Material 1. Check the total quantity added each day against Form TL-102A. 2. Compute the reduction in quantity for over-depth on sub-base course aggregate base and apply it as a deduction to the total quantity in the summary. 3. Verify the total pay quantity after applying the above quantity adjustment in Step Check the total pay quantity from sub-base course aggregate base summary against the actual quantity in Reasons for Differences and change the actual quantity used to the total pay quantity if they differ. 5. Upon completion of the Road Design Final Review of all items a Materials Technician assigned to audit Materials Notebooks and final records shall visit the Road Design Section, at which time he will be furnished with the adjusted final quantity from the Sub-base Course and Aggregate Base Summary (prior to the application of over-depth quantity deduction) for checking against the total quantity tested in the Materials Notebook. If the actual quantity used in the Materials Notebook is different, the Materials Technician shows the actual quantity used in the Materials Notebook in agreement with the final quantity in the Sub-base Course and Aggregate Base Summary. Procedures for Reduction in Price on Items for Non-Compliance 1. Upon completion of the final review of all items, remove all memorandums for price reduction for non-compliance from the Road Design Correspondence folder and the District Administrator s General correspondence folder. Only after this stage can a draft of the final estimate be prepared. 2. Contact the Materials Technician assigned to audit Materials Notebooks and final records in the materials Division to confirm that all memorandums for price reduction for non-compliance have been issued on the project. 28